Administrative Assistant to the VP of Instruction and Student Development

Title Administrative Assistant to the VP of Instruction and Student Development

Agency Wytheville Community College

Location Wythe - 197

FLSA Nonexempt

Hiring Range Minimum 38000-41576

Full Time or Part Time Full Time

Additional Detail

Job Description

The mission of Wytheville Community College is to provide a quality comprehensive education for the citizens of the counties of Bland Carroll Grayson Smyth and Wythe and the city of Galax. To achieve this mission and to fulfill its role as an educational leader and partner Wytheville Community College commits to a student-centered environment by providing programs and courses in occupational-technical education college transfer education general education developmental education distance education continuing education and workforce development utilizing a broad range of instructional technologies methods materials and facilities that are designed to meet the diverse needs of students offering a supportive comprehensive program of student development services that contribute to student persistence success and citizenship fueling regional and state economic development by forging partnerships with businesses industries public agencies civic groups public schools and other institutions of higher education not only within the service region but throughout the Commonwealth promoting Appalachian Culture and cultural opportunities of Southwest Virginia promoting accessibility promoting accessibility and affordability and ensuring quality in all programs and services.

Wytheville Community College is seeking a candidate to provide administrative support to the Office of the Vice President of Instruction and Student Development.

Purpose

Provide advanced administrative support to the Office of the Vice President of Instruction and Student Development to ensure effective office operations communication and coordination of academic and student services functions. The position coordinates communications records scheduling and sensitive materials exercises independent judgment in the performance of complex administrative duties maintains a high level of confidentiality and supports collaboration across academic and student services areas while serving as a primary point of contact with senior leadership faculty staff students and external stakeholders.

Some of the job responsibilities include but are not limited to the following

Ensures efficient administrative operations and timely flow of information

Supports coordination and collaboration across academic and student services units and

Maintains accurate records schedules and material in accordance with college policies with a high level of confidentiality.

Provide comprehensive administrative and operational support to the Office of the Vice President of Instruction and Student Development and the Dean of Student Services and Academic Development. Coordinate office communications scheduling records management and meeting logistics across both Instruction and Student Services functions.

Coordinates meetings and events

Prepares agendas minutes correspondence and reports

Organizes documentation for institutional reporting special projects and accreditation-related activities

Serves as primary point of contact for visitors faculty staff students and external partners ensuring professional responsive and service-oriented communication

Prepares and processes purchasing documentation including requisitions and purchase orders and maintain related records in compliance with college procedures

Maintains accurate budget and procurement records including budget tracking purchasing documentation travel arrangements and reconciliation of expense reports in accordance with college and VCCS policies and procedures

Exercises independent judgment and discretion in handling confidential student personnel financial and institutional information and

Provide cross-functional administrative support to Student Services operations and offers occasional front desk coverage as needed to ensure continuity of service.

Provide administrative support and backup coverage for the Office of the President as needed including telephone coverage scheduling assistance records maintenance and professional office coordination. Collaborate closely with the Presidents administrative assistant to ensure continuity of executive office operations and effective communication.

Assists with major institutional functions and special projects including faculty and staff in-service events commencement activities local Board meetings and other executive meetings and

Assists with scheduling documentation communications and event preparation to support successful implementation of college-wide initiatives.

Provide administrative support for the development and annual updates to the college academic calendar and maintenance of the college catalog. Track deadlines compile and organize content revisions from academic departments and administrative offices and prepare documentation to support timely review approval and communication in accordance with college and VCCS policies and procedures.

Maintains accurate and secure adjunct faculty records including personnel files and database information in compliance with confidentiality and record retention requirements

Processes documentation and updates to support academic staffing needs

Provides administrative support for faculty professional development and recognition activities including processing educational assistance requests preparing correspondence assisting with awards and recognition processes and maintaining related records and documentation in coordination with the Vice President of Instruction and Student Development.

This position will report directly to the Vice President of Instruction and Student Development.

Minimum Qualifications

Knowledge of administrative support practices institutional policies procedures and confidentiality standards and records coordination processes

Skilled in advanced use of office productivity software electronic scheduling and record systems and coordination of calendars meetings communications and documentation

Ability to communicate effectively with diverse population

Exercise independent judgment and maintain a high level of confidentiality

Manage multiple priorities and deadlines and collaborate across academic and administrative units and

Experience andor education equivalent to an associates degree in business administration office administration or a related field.

Additional Considerations

Experience in a higher education environment

Experience utilizing enterprise administrative systems such as student information systems advising or student success platforms and related administrative databases and

Knowledge of VCCS and state of Virginia policies and procedures.